6 Miscellaneous Regulations 1 Residence Regulations



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6 Miscellaneous Regulations

6.1 Residence Regulations

6.1.1 The residents in all University residences are required to behave in such a manner as to respect the rights of their fellow residents to study, rest and enjoy leisure time undisturbed by unnecessary noise or any other form of anti-social behaviour.

6.1.2 Wardens of residences and the Accommodation Services Manager are empowered by the Discipline Regulations to impose fines or to refer any alleged breach of regulations to the Discipline Committee of Senate (see Regulation 5).

6.1.3 Each residence will have a Hall Committee composed of either the Warden or the Accommodation Services Manager (ex officio) together with an appropriate number of residents; if the Warden or Accommodation Services Manager is unable to attend he/she may nominate a person to represent him/her. The size of the Committee and the method of election will be subject to the approval of the Senate-Student Committee. The Hall Committee will appoint a Convener from amongst its members. The Warden or Accommodation Services Manager (or in his/her absence his/her nominee) and not less than one their of the remaining members of the Committee will constitute a quorum.

6.1.4 In the interests of good order and security, each Hall Committee will formulate a set of house rules to be observed within that residence. These rules will be in accordance with overall Senate policy on residences and subject to the approval of the Senate-Student Committee.


6.2 Regulations Governing Non Graduating Students

6.2.1 Persons who are not students of the University registered for a degree, diploma or certificate may attend courses and classes either full-time or part-time in accordance with the provisions set out below. Such persons shall be termed ‘non-graduating’ students. The provisions shall not apply to students already registered for a degree, diploma or certificate who wish to attend any class outside their regular curriculum.

6.2.2 Non-graduating students wishing to attend an under-graduate or postgraduate course full-time or to attend an undergraduate or postgraduate course full-time or to attend only individual classes or pursue research on a part-time basis, may do so with the permission of the Board of Study concerned. They may be permitted to sit degree, diploma or certificate examinations, and may receive a statement setting out the classes they have attended and the results of any examinations they have sat.

6.2.3 The fees payable by non-graduating students are set out in Regulation 7.4.1.


6.3 Regulations Governing Academic Dress

The official academic dress for the officers and members of the University is as follows:


Dress for Officers

Chancellor

6.3.1 A robe without train in St. Andrew’s blue silk damask trimmed with 3-inch woven gold plate lace and hand-made gold ornaments with the University arms worked into the gold shoulder embroidery. Mortarboard of black velvet with gold lace round the edge of the skull and a gold bullion tassel.


Vice-Chancellor

6.3.2 A robe similar to that of the Chancellor with white velvet facings. A mortarboard of black velvet with gold lace round the skull and a black tassel fixed with a gold netted button.


Principal

6.3.3 A robe of black silk damask with gold ornamentation. Mortarboard of black velvet with gold tassel and button.


Convener of Court

6.3.4 A robe of black silk with blue facings and two gold ornaments on the sleeve. Mortarboard of black velvet with black tassel and gold netted button.



Deputy Principal

6.3.5 A robe of black silk with blue facings, the sleeves trimmed with gold braid. Mortarboard as for the Vice-Principal.


Vice-Principal

6.3.6 A robe of black silk trimmed with gold braid with gold ornamentation on the sleeve. Black velvet mortarboard with gold lace round the edge of the skull and black tassel and velvet button.


Lay Member of Court

6.3.7 A robe of black with blue facings.


Secretary

6.3.8 A robe of black silk trimmed with narrow gold braid.


Director of Finance

6.3.9 A robe of black silk similar to that of the Secretary but with blue trimming on the sleeve


Librarian

6.3.10 A robe of black silk similar to that of Secretary but with red ochre trimming on the sleeve.



Bedellus

6.3.11 A black gown with yoke and blue twists of cord. A black cloth mortarboard with tassel.


Honorary President of the Students Association

6.3.12 A robe of black silk with blue collar and facings.


Gowns

Undergraduate

6.3.13 Black stuff with short, open sleeves and self-reverse. The yoke is edged and trimmed with saltire blue cord.


Bachelor and Diploma of Higher Education

6.3.14 Black stuff with open, pointed sleeves three-quarters the length of the gown and cord and button on the yoke.



Postgraduate Diploma

6.3.15 Black stuff with open, pointed sleeves three-quarters the length of the gown and cord and button on the yoke.


Master

6.3.16 Black stuff with cord and button on the yoke and closed sleeves (with horizontal armslit) reaching to the foot of the gown and ending in a crescent-shaped cut (the points of the crescent facing back).


Doctor of Philosophy, of Business Administration and of Education

6.3.17 Full Dress: A blue silk gown with collar and open sleeves half the length of the gown.


6.3.18 Undress: A black gown with the collar falling over the yoke and full sleeves half the length of the gown.
Doctor of Science, of Laws and Letters, and of the University

6.3.19 Full Dress: Scarlet cloth faced with blue silk with cord and button on the yoke and open, pointed sleeves reaching to the foot of the gown.


6.3.20 Undress: A black gown with the collar falling over the yoke and full sleeves half the length of the gown.
Fellow of the University

6.3.21 A blue silk gown with collar and open sleeves half the length of the gown and with facings of scarlet silk, worn with a stiff-brimmed black velvet Tudor bonnet.


Hoods

All hoods are of saltire blue lined as shown and are of the ‘full’ shape.


Degree hood lining

6.3.22 Bachelor BA white

BArch gold, bound with scarlet cord

BCom white, bound with green cord

BEd white, bound with gold cord

BEng gold, edged with white fur

BSc gold

BTech gold, bound with white cord

LLB white, bound with scarlet cord

MPharm gold, bound with green


6.3.23 Postgraduate

Diploma gold with blue edging


6.3.24 Master LLM white, white edging bound with scarlet cord

MA white, white edging

MArch gold, gold edging bound with scarlet cord

MBA white, white edging bound with black cord

MCom white, white edging bound with green cord

MEd white, gold edging

MEng gold, gold edging partly trimmed with white fur

MEnvS green, green edging

MLitt white, white edging bound with blue cord

MPhil gold, white edging

MRes saltire blue

MSc gold, gold edging

MSci gold, gold edging bound with blue cord

MTM gold, gold edging bound with white cord

MCM gold, gold edging bound with black cord


      1. Doctor of

Philosophy Architecture gold, bound with scarlet cord

Arts and Business white

Education white, bound with gold cord

Law white, bound with scarlet cord

Science and

Technology gold


6.3.26 Doctor of

Business

Administration DBA white, white edging bound with black cord
6.3.27 Doctor of

Education EdD White, gold edging


6.3.28 Higher DLitt white

Doctor DSc in

Architecture gold, bound with scarlet cord

DSc in Science

and Technology gold

DUniv saltire blue

LLD white, bound with scarlet cord
Academic Collar

6.3.29 Diploma of

Higher

Education DipHE saltire blue, edged with red


Caps

6.3.30 The appropriate cap is the black cloth-covered mortarboard, except in the case of higher doctors who wear a black velvet modified John Knox cap. Graduates participating in University ceremonies in full academic dress may if they wish wear the cap appropriate to their degree. Except in the case of honorary graduands caps are not worn by graduands at the Congregation for the conferring of degrees.


Dress for Graduands

6.3.31 A graduand attending Congregation, whether already a graduate or not, wears the full-dress gown and carries the hood proper to the degree which is about to be conferred. No other gown or hood is to be worn.

6.3.32 A graduand appearing at Congregation must wear the proper gown and carry the proper hood in order to be eligible to receive the degree. Gowns and hoods may be bought or hired from a recognised outfitter and each graduand should make individual arrangements as early as possible.

6.3.33 A graduand attending Congregation is required to be smartly dressed, for example:



for men - dark suit, white shirt and dark tie

for women - white blouse and dark skirt or white or dark dress

A recognised national dress may be worn.


6.4 Regulations Governing Registration for Student Membership of the University and General Regulations Affecting Student Membership

Registration for Student Membership

6.4.1 All students who accept admission to the University shall be registered in each of their prescribed periods of study and shall pay fees and such other sums as may be prescribed by the Court.

6.4.2 Registration by the University under the provisions of these Regulations constitutes confirmation of admission to or renewal of student membership of the University. A person who has not been so registered shall not be entitled to attend a course of study.

6.4.3 Students for degrees and diplomas or entering upon non-graduating study in the University shall normally be registered immediately before the commencement of each academic year in accordance with instructions issued by the University. Certain students shall be required to undergo an x-ray examination of the chest as a condition of registration.

6.4.4 Students entering upon a course of study after the commencement of the first term, and any other students not registered during the procedures described in Regulation 6.4.3 shall present themselves for registration, in accordance with instructions issued by the University.

6.4.5 At the discretion of the University the following categories of persons may be registered without personal attendance subject to payment by them of any prescribed fees:

Students admitted to courses other than those for degrees and diplomas, part-time students and students not in attendance at the University (including students under suspension, students undertaking study outwith the University as a required part of their course, postgraduate students who have completed their required period of residence but have not yet submitted their thesis, and students holding sabbatical office in the Students Association).

6.4.6 Every student on accepting admission to the University, and annually when being registered under Regulation 6.4.3 or 6.4.4 shall sign a declaration that they will abide by the University Charter, Statutes, Ordinances and Regulations.

6.4.7 Any students permitted to pay tuition fees in instalments who fail to do so as agreed, shall have their registration suspended with immediate effect.

6.4.8 Any student who fails to pay the fees required under the provisions of Regulation 8 or any other sums due to the University in the academic year in which such fees or other sums become payable may be barred from registration for any subsequent academic year until such time as the monies due are paid or an arrangement satisfactory to the University is made for the payment thereof.


General Regulations

6.4.9 Students must notify Registry of any change in their in-term or out-of-term addresses. The University will use these addresses for official communications, including examination results, and cannot be held responsible for non-delivery where a change of address is not notified.

6.4.10 The University does not accept liability for any loss or damage howsoever caused to effects belonging to students, nor does it accept any liability for accidents to students while pursuing any part of their course or during visits or games.

6.4.11 Students must sit all terminal tests and examinations unless prevented by illness, in which case a medical certificate must be produced.

6.4.12 Students who contract an infectious or contagious disease, or who live in a house in which such disease occurs must absent themselves from the University and notify the Director of Corporate Services immediately. They must not resume attendance until they have presented a medical certificate that it is safe for them to do so.

6.4.13 The main source of communication within the University is by notices posted on official notice boards, the Pegasus system and by e-mail to ‘@strath’ accounts. It is the responsibility of every student to keep acquainted with notices. No allowance will be made in cases where, by failing to read a notice, a student makes themself liable for disciplinary action.

6.4.14 Unauthorised persons may not post notices on official University notice boards.
6.5 Statement of Health and Safety Policy

[Note: The University’s Health and Safety Policy can be viewed at http://www.strath.ac.uk/safetyservices/documents/]

6.5.1 It is the policy of the University of Strathclyde to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all its employees in accordance with relevant statutory requirements.

6.5.2 It is the policy of the University to ensure, so far as is reasonably practicable, the health, safety and welfare of its students while they are engaged in activities which are under the supervision of the University.

6.5.3 The University will also afford, so far as is reasonably practicable, the same safety and health assurances to those members of the general public who have access to the University property.

6.5.4 The policy stated above will be enacted through the following:


(1) a Health and Safety Policy document which includes the University’s arrangements and organisation for health and safety; (a summary of the Policy is distributed to all staff.)
(2) Local Safety Rules as are approved by the University Court, and issued to departments, for appropriate distribution.
(3) Departmental Safety Regulations.
(4) University Safety Services’ Guidance Notes.
It is the duty of all staff and students to abide by the said Policy, Rules and Regulations.
6.5.5 Within the general policy stated above, it is the University’s policy in particular:
(1) to provide and maintain accommodation, equipment, services and systems of work which are, so far as is reasonably practicable, safe and without risks to health;
(2) to make arrangements for ensuring, so far as is reasonably practicable, safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances;
(3) to provide such information, instruction, training and/or supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety of the persons detailed above;
(4) to provide and maintain such protective equipment and clothing as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of employees, students, contractors and visitors.
(5) to provide and maintain such protective equipment and clothing as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of its staff (and students);
(6) to monitor the implementation and effectiveness of all health and safety provisions, including this Health and Safety Policy, and to ensure the Policy is regularly reviewed and revised;(7) to encourage staff to set a high standard of safety by personal example in order that students leaving the University should take with them an attitude of mind which accepts good safety practice as normal;
(7) to ensure that those significant risks intrinsic to the University’s undertaking are identified and appropriately controlled. Efficient and effective risk assessment is the cornerstone of this process;
(8) to consult with recognised Trades Unions and any appointed workers’ representatives with regard to all significant health and safety issues within the University
6.5.6 In pursuance of this policy and to ensure efficient and effective communication and consultation with Trades Unions’ (and other works’) safety representatives, the University has established the Statutory Advisory Committee on Safety and Occupational Health. This Committee advises the University Court on all matters relating to safety in the University and oversees the implementation of the University’s Safety Policy.

6.5.7 The University has appointed a University Safety Adviser (Head of Safety Services), and a Biological Adviser. The latter is responsible, through the Head of Safety Services, to the Chief Operating Officer. The University has also appointed a consultant Radiation Protection Adviser and Occupational Health Adviser who are directed and managed by the Head of Safety Services.

6.5.8 The University expects all staff and students to contribute to the maintenance of this Policy by adhering to such regulations as are in force, and by reporting hazards, accidents and inadequacies in the working environment to the appropriate member of the departmental management (If in doubt, contact the Departmental Safety Convener). Each member of staff has a personal and legal responsibility (under section 7 of the Health and Safety at Work etc Act 1974) for their own health and safety and for the health and safety of those who may be affected by their activities. Any member of staff contravening any aspects of the University’s written Health and Safety Policy and Local Rules may be subject to University disciplinary procedures (and possibly legal action). It is also an offence for any person (including students) to interfere with or misuse anything that is provided in the interests of safety.
6.7 Access to University Premises - John Anderson Campus

6.7.1 The University Court has approved the following regulations to control access to premises belonging to or in the occupation of the University in order to balance the need for access on the one hand and considerations of general and personal safety (of users), security (of property), and economy (in light, fuel and security staff) on the other.

6.7.2 The normal hours of access to departmental accommodation are as follows:

Monday-Friday

Andersonian Library (as stated in Regulation 3.5 of the University Calendar)

Computer Centre 0800-2200

Sports Centre (as stated in the Regulations of the Centre for Sport and Physical Activity)

All other departments 0800-1800

6.7.3 Some University buildings may be open beyond 1800 hours. Nevertheless, the normal hours of access for departmental accommodation is 0800-1800 hours. Every other time is considered outwith normal working hours.

6.7.4 Saturdays, Sundays and public holidays are considered to be outwith normal hours of access.

6.7.5 Academic, senior administrative and academic related staff are granted automatic rights of access outwith normal hours of access (please see the above) to communal accommodation and departmental accommodation within the area with which they are identified.

6.7.6 Estates Management personnel are granted automatic rights of access outwith normal hours of access (please see above) to communal accommodation and departmental accommodation, normally by prior arrangement with the Head of Department or other departmental staff responsible for the departmental accommodation. However, obviously, in an emergency, for example, flood, Estates Management staff may have to enter departmental accommodation without prior notification. It is, therefore, imperative that any hazardous operations or particularly hazardous material which by necessity is left on open benches be appropriately labelled.

6.7.7 Computer Centre staff are granted automatic rights of access outwith normal hours of access to all areas where that department has computer and communications equipment.

6.7.8 University Safety Services personnel are granted automatic right of access to all University accommodation at all times.

6.7.9 Research fellows, research assistants, individual postgraduate students and members of the technical, secretarial, clerical and manual staff may be granted rights of access to communal accommodation and departmental accommodation outwith normal hours of access. Buildings may be open until 2200 hours but permission (for those who require it) to enter departmental accommodation is required from the Head of Department or their deputy. Individual undergraduate students may also be granted such rights of access through the same procedure. The levels of access available are as follows:
(1) Limited Access

For entry to departmental accommodation between 0700 and 0800 hours and 1800 and 2200 hours, Monday to Friday.

(i) A limited authorisation access card (BLUE) must beissued by the department and signed by the Head of Department or their deputy and the person being granted access.

(ii) The department and those areas specified within it which have been authorised for entry must be stated on the card.

(iii) The card may be valid for up to one year from issue. However, the expiry date must be shown on the card.

(iv) The card is only valid if used in conjunction with an unexpired student/staff identity card or other photographic identification.

(v) The card is issued on the understanding that the cardholderhas read and understood that part of the appropriate Departmental Safety Regulations pertaining to out of hours working.
(2) Unlimited Access

(i) An unlimited authorisation access card (RED) must be issued by the department and signed by the Head of Department or their deputy and the person being granted access.

(ii) The department and those areas specified within it, which have been authorised for entry must be stated on the card.

(iii) The card may be valid for up to one year from issue. However, the expiry date must be shown on the card.

(iv) The card is only valid if used in conjunction with an unexpired student/staff identity card or other photographic identification.

(v) The card is issued on the understanding that the cardholder has read and understood that part of the appropriate Departmental Safety Regulations pertaining to out of hours working.

(vi) Unlimited access should only be granted when considered essential by the Head of Department.
Computer Centre Access

6.7.10 BLUE card access (ie, 0700-0800 and 1800-2200, Monday to Friday) to Computer Centre controlled laboratories does not need a countersignature by Computer Centre staff if signed by the Head of Department. A BLUE card is also valid for access to Computer Centre controlled computer labs (0900-1300) on Saturday mornings. RED card access (unlimited) needs a countersignature by Computer Centre staff as well as Head of Department signature.



Temporary Rights of Access

6.7.11 The Head of a Department or, in their absence, a deputy previously authorised by the Head of Department may, exceptionally, grant temporary rights of access to departmental accommodation, including laboratories and workshops, outwith normal hours of access for a maximum period of one year at a time to a named visitor of not less than 16 years of age in respect of an individual person deemed by the Head of Department on their own responsibility to be suitable.

6.7.12 Some departmental equipment may only, by statute, be used by persons over 18 years of age. The Head of Department must ensure the visitor granted access is fully aware of all appropriate University/Departmental Safety Regulations and Procedures including evacuation.

6.7.13 The name of the visitor granted access and a note of the duration of the access granted must be lodged with Security Control.

6.7.14 Members of staff and students who would normally need BLUE CARD access are exempt from this requirement when attending social functions authorised by the Head of Department, in departmental rest areas, for example, common rooms, tea rooms, etc. This exemption is only valid until 2200 hours. If it is expected that the function will continue after this time, special permission must be granted by the Chief Operating Officer. Please see Regulation 6.7.15.

6.7.15 The Chief Operating Officer may, exceptionally, grant temporary rights of access to persons other than those granted rights of access under previous Regulations for the purpose of attending specific meetings, examinations or other functions on University premises. When temporary rights of access are so granted Security Control must be notified.

6.7.16 Departmental Safety Regulations must make adequate provision for the health and safety of all persons using departmental premises outwith normal hours of access as defined in the Regulations above.

6.7.17 All persons granted rights of access who use premises outwith normal hours must inform Security Control of their intention to enter, remain in or leave the premises in order that the security staff may arrange for them to be granted access to or exit from the building concerned. They must also record their presence on the premises either by telephoning Security Control or by signing the log book at Security Control (or, in the case of the Royal College, the James Weir or Thomas Graham Building, the log book held at the James Weir Building, Montrose Street entrance) before they enter the premises. All University staff must carry a University staff identity card or other photographic identification. Students must carry a current student identification card plus the appropriate departmental authorisation (for example, BLUE or RED card). Persons using premises outwith normal hours of access may be refused entry or requested to leave by a member of the Security or University Safety Services staff if they cannot show proof of identity.

6.7.18 Security staff must check periodically the safety of individuals recorded as being on the premises outwith normal hours of access.

6.7.19 Persons using premises outwith normal hours of access must have access to a telephone in order to contact Security Control in the event of an emergency.

6.7.20 Operations outwith normal working hours which have been assessed and identified as having a particular risk associated with them must have appropriate control measures in place to handle the foreseeable consequences of the work.

6.7.21 Abuse of the system may result in confiscation of the access card and identity card by Security or Safety Services personnel.


Children - Special Access

6.7.22 Children (persons under the age of 16) are permitted to enter the office accommodation and sports and recreational facilities of the University during the normal hours of access. Access to University premises is only permitted if accompanied by a parent or other responsible adult. Outwith normal working hours, children may be allowed access to office accommodation only; they must be accompanied by the parent or legal guardian who must directly supervise the child.

6.7.23 Children are not permitted to enter laboratories or workshops or other accommodation whose sole means of access is by way of a laboratory or workshop unless for the purpose of attending a supervised course, demonstration or exhibition in which case all sources of potential hazard will have been removed or rendered safe by other means.
Pet Animals

6.7.24 Pet animals of any nature may only be brought on to University premises under extraordinary circumstances. A Head of Department, on advice from a Departmental Safety Convener, may exceptionally authorise access to department premises in which case the animal must be kept under the direct supervision of the owner or other responsible person. A guide dog accompanying a blind person will normally be permitted unrestricted access to University premises but the nature of equipment in certain areas may make it necessary to deny access to such guide dogs.



6.8 Regulations Governing Payment of Allowances in respect of Term-Time Study outwith the University and Vacation Study


[Editorial note: These procedures are currently being revised.]
6.8.1 Allowances in respect of term-time study outwith the University and vacation study shall normally be payable to full-time students undertaking activities specified as compulsory parts of their courses. These allowances shall not normally be payable to postgraduate students or to overseas students in receipt of scholarships, studentships or other awards.

6.8.2 Payment of allowances and associated expenses shall be made only in respect of field courses, directed study and study visits approved by the Advanced Studies and Scholarship Committee which may from time to time vary the number, duration and types of activities approved and the rates of payment.

6.8.3 The allowances payable for vacation study shall be a flat-rate payment made at a home-based rate for single students able to live at home during the period of claim and the appropriate lodgings-based rate for other students (see Note 1).

6.8.4 For term-time study outwith the University living expenses in excess of normal term-time expenditure shall normally be refunded, up to the maximum rate approved by the Advanced Studies and Scholarship Committee (see Note 2).

6.8.5 All reasonable travelling expenses and tuition and laboratory fees payable to an institution other than the University incurred in connection with activities approved by the Advanced Studies and Scholarship Committee shall normally be refundable.

6.8.6 Payment of appropriate allowances and expenses shall be made only in respect of each day spent on approved study or activities in any period of claim and upon certification by the appropriate Head of Department, or his nominee, that the student has undertaken the study or activity in respect of which the claim is being made.


[Editorial note: For current rates, please refer to the Student Awards Agency for Scotland (SAAS): A Guide]
6.9 Data Protection Act

6.9.1 All staff and students are required to comply with the provisions of the Data Protection Act. Final responsibility to the University Court for compliance with the Act rests with Heads of Departments and Services.

6.9.2 Personal data as defined by the Act must be registered with the Data Protection Registrar. The University has accepted corporate liability for compliance with the Act and therefore such registrations will be in the name of the University rather than in the name of individual employees or Departments.

6.9.3 It is the University's policy to observe the Data Principles embodied in the Act:

namely that

(i) the information to be contained in personal data shall be obtained, and personal data shall be processed, fairly and lawfully;

(ii) personal data shall be held only for one or more specified and lawful purposes;

(iii) personal data held for any purpose or purposes shall not be used or disclosed in any manner incompatible with that purpose or purposes;

(iv) personal data held for any purpose or purposes shall be adequate, relevant and not excessive in relation to that purpose or purposes;

(v) personal data shall be accurate and where necessary kept up to date;

(vi) personal data held for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes;

(vii) an individual shall be entitled

(a) at reasonable intervals and without undue delay or expense (i) to be informed by any data user whether he holds personal data of which that individual is the subject; and (ii) to access to any such data held by a data user;

(b) where appropriate, to have such data corrected or erased; and

(viii) appropriate security measures shall be taken against unauthorised access to, or alteration, disclosure or destruction of, personal data and against accidental loss or destruction of personal data.
6.9.4 With respect to the use of personal data by students,

(i) a student should only use personal data on a University computer for a purpose related to his or her studies in the University;

(ii) a student must not construct or maintain computer files of personal data for use in connection with his or her academic work without the express authority of an appropriate member of staff;

(iii) when giving such authority the member of staff should make the student aware of the Act's requirement;

(iv) The use of personal data held in machine readable form by students should be limited to the minimum consistent with the achievment of academic objectives and, whenever possible, such data should be de-personalised so that students are not able to identify the data subjects;

(v) students must abide by the Data Protection Principles (Regulation 6.9.3 i-viii above) in all cases where they use or come into contact with personal data held in machine readable form.



6.10 Regulations Governing the Hearing of Student Appeals by the Appeals Committee of Senate

6.10.1 The appeal must be lodged in writing with the Director of Corporate Services and be supported by all available and appropriate evidence. The appeal must be accompanied by details of the witnesses, if any, that the appellant would wish to have called to the hearing.

6.10.2 Upon receipt of the appellant's appeal and evidence, copies shall be sent to the Dean of the appropriate Faculty and to Heads of relevant Departments or their nominated Deputies. These persons shall be requested to return their written comments to the Director of Corporate Services, normally within 14 days, together with the names of proposed witnesses. The Convener of the Senate Appeals Committee shall determine on behalf of the Committee whether proposed witnesses should be called upon to give evidence, and whether such evidence should be written or oral. The Convener shall also determine whether written or oral comments or evidence should be sought from any other source.

6.10.3 The appellant shall be advised in writing that (s)he may be represented by, or accompanied by, a person of his/her choice. The appellant shall also be notified as soon as practicable of the names of witnesses called by the Convener to give oral evidence to the Appeals Committee.

6.10.4 A copy of all written comment or evidence received by the Appeals Committee must be given to the appellant, normally at least 14 days before the hearing of the appeal. The appellant shall have the right to submit additional written material in response but is not required to do so. Such material must be submitted within seven days of receipt of the written comments or evidence from the Director of Corporate Services so that it may be circulated to the Appeals Committee before the hearing.

6.10.5 If no witnesses are called to give oral evidence the Appeals Committee shall proceed to hear the appeal on the basis of the written evidence and any oral submission by the appellant or the appellant's representative.

6.10.6 At the hearing of the appeal by the Appeals Committee the appellant (or the appellant's representative) shall be confined to addressing the Committee as to the appeal. The Committee shall have the right to question the appellant or the appellant's representative on the appeal. The Committee shall also have the right to call on such persons as it sees fit to assist it by making oral statements on the appeal at the hearing. The appellant or the appellant's representative shall have the right to suggest the names of such persons to the Convener of the Appeals Committee but the Committee will not be obliged to call on these persons to appear before it.

6.10.7 It shall be competent for the Committee on cause shown to adjourn or continue the hearing for a period not normally exceeding 14 days.

6.10.8 If any person other than the appellant is called by the Appeals Committee to make an oral statement then the appellant and the appellant's representative shall have the right to be present at the Appeals Committee hearing throughout the time that other persons are also present before the Committee. The Convener of the Appeals Committee may, at his/her discretion put questions to such other persons if requested by the appellant but there will be no right of cross-examination by the appellant or the appellant's representative.

6.10.9 Minutes of the meeting of the Appeals Committee shall be kept. Extracts of the minutes as far as they are relevant to the decision of the Committee on the appeal shall be made available to the appellant. The decision of the Committee shall be communicated to the appellant in writing.

6.10.10 Service of notices and documents shall be in accordance with Statute XXV.
6.11 (Number not used).
6.12 Regulations Governing Complaints from Students

6.12.1 The University Court and Senate have agreed procedures for dealing with complaints from students. These procedures cover student appeals about academic decisions and complaints about the provision of academic and other services to students and about the behaviour of students and staff. The procedures, which include information on how to make a complaint, are made available to students in course handbooks and are also available from Faculty Managers and the Governance, Management and Policy Team.


6.13 Copyright

General

6.13.1 The laws on copyright apply to all literary, dramatic, musical or artistic works; to the typographical arrangement of published editions; to sound recordings, films, broadcasts or cable programmes; and to computer programs and electronic forms of material. The legislation which applies at present is the Copyright Designs and Patents Act (1988). In order to copy, perform, adapt, translate or issue all or part of any such work, it is essential for staff or students to obtain the permission of the holder(s) of the copyright, unless those copyright owners are a party, with the University, to an agreement with a licensing body empowered by the Act. If such a licence is in place, it is essential to abide by its provisions. Details are available through the office of the Chief Operating Officer. Heads of Departments have a responsibility to the University Court to ensure, so far as practicable, the staff (and, through them, students) are aware of the implications of the Act and the licence agreements.


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